Accepted time to planning insight

Reconcile approved source time before publishing utilization and bench signals.

3 stages · 0 approvals

Roles and responsibilities

Finance Resource Manager System 1 Reconcile actuals TimeActuals 2 Review utilisation Utilization 3 Close assignment Assignments
Red diamonds require approval.Rows show responsibility for each step.

Process steps

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Reconcile actuals

Daily, time-sync-from-pm-time reads approved Timesheet rows from the pm-time app and matches each to the corresponding AssignmentPeriods by Resource + Project + Week, writing ActualHours and computing VarianceHours = ActualHours − AllocationHours. Closed weeks flip AssignmentPeriods.Status: InProgress → Closed. This is the only path by which actuals enter the Resource Management app — staffers do not log time here.

Responsible
Finance
Records
TimeActualsAssignmentPeriods
Effect
Apply exact source revisions without duplicate hours

Review utilisation

Weekly on Monday, utilization-rollup aggregates the prior week's closed or frozen AssignmentPeriods and effective TimeActuals into one Utilization row per Resource (AvailableHours, AllocatedHours, ActualHours, BillableHours, NonBillableHours, UtilizationPct, BillableUtilizationPct). Right after, bench-detection scans the latest Utilization plus forward-booking coverage and writes a Bench row for every Resource whose forward-4-week AverageUtilizationPct falls below the BenchThreshold (default 60%). Practice Leads get a digest; the bench-clearing motion (cross-Practice loan, investment work or training time) starts from the Bench Report.

Responsible
Resource Manager
Records
UtilizationBench
Effect
Separate observed work from future availability

Close assignment

Daily, assignment-end-cleanup flips every Assignments row with EndDate < today AND Status: Active to Status: Completed (or Substituted for an approved effective replacement), freezes the trailing AssignmentPeriods to Status: Frozen, and recomputes the Resource's forward WeeklyCapacity to release the freed AllocatedHours. The Resource is now visible to skill-match-suggester for the next request.

Responsible
Resource Manager
Records
AssignmentsAssignmentPeriods
Effect
Preserve the accepted past and release future capacity
Approvals and controls

0 approvals required in this process

  • Do not guess among ambiguous assignment matches.
  • Show null ratios when available hours are zero.
  • Forecast value is separate from recognized revenue.

Records and postings

StageRecordsEffect
1 Reconcile actuals TimeActualsAssignmentPeriods Apply exact source revisions without duplicate hours
2 Review utilisation UtilizationBench Separate observed work from future availability
3 Close assignment AssignmentsAssignmentPeriods Preserve the accepted past and release future capacity
Data model →

Process reports

All reports

Utilization

UtilizationPct and BillableUtilizationPct per Resource per Period, rolled up to Role, Practice, and org. Trailing-12-weeks trendline with threshold bands (target, floor, ceiling). Drills from org → Practice → Resource → individual AssignmentPeriod. The Resource Manager's daily landing report.

Bench Report

Active Bench rows with Resource, Practice, ForwardWindowWeeks, AverageUtilizationPct, ProjectedAvailableHours, BillRate, and the Practice Lead's Notes. The weekly leadership review report.

Assignment Aging

Active Assignments by days from StartDate, days remaining to EndDate, and the percent of the span elapsed. Surfaces Assignments approaching EndDate that need extension or close-out before assignment-end-cleanup fires.

Forward-Booked Revenue

Sum of AllocationHours × BillRate per Project per Resource per Week, rolled up to Practice and org for the next 90 days. The Finance forecast feed; reconciles to the pm-billing app's revenue recognition.

Over-Allocation Audit

Every Assignment flagged OverAllocated in a period with Resource, Project, AllocationPct breach amount, AssignedBy, and resolution status. The exception ledger for the Resource Manager.

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Agent support

Resource Planning owns staffing and capacity decisions. Core HR owns employment and leave, project delivery owns tasks, time systems own approved actuals, and accounting owns billing and revenue recognition. Proto can prepare comparisons but cannot attest credentials, invent availability or supply independent approval.

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# Example after configuration $ curl -fsSL https://www.erp.ai/skill.md | paste into your agent › accepted time to planning insight · reconcile actuals on TimeActuals, AssignmentPeriods ✓ Daily, time-sync-from-pm-time reads approved Timesheet rows from the pm-time app and matches each to the corresponding AssignmentPeriods by Resource + Project + Week, writing ActualHours and computing VarianceHours = ActualHours − AllocationHours. › accepted time to planning insight · review utilisation on Utilization, Bench ✓ Weekly on Monday, utilization-rollup aggregates the prior week's closed or frozen AssignmentPeriods and effective TimeActuals into one Utilization row per Resource (AvailableHours, AllocatedHours, ActualHours, BillableHours, NonBillableHours, UtilizationPct, BillableUtilizationPct). › accepted time to planning insight · close assignment on Assignments, AssignmentPeriods ✓ Daily, assignment-end-cleanup flips every Assignments row with EndDate < today AND Status: Active to Status: Completed (or Substituted for an approved effective replacement), freezes the trailing AssignmentPeriods to Status: Frozen, and recomputes the Resource's forward WeeklyCapacity to release the freed AllocatedHours.

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